Monona Terrace Administrative Clerk

General Description

The Monona Terrace Community and Convention Center is looking for their next Monona Terrace Office Administrator*. The Monona Terrace Community and Convention Center is a place where nearly a half a million people gather each year to share, learn, grow, plan, design, and connect with one another. From formal events like conventions and conferences to public events like Dane Dances, Monona Terrace has wide geographical draw attracting local, regional, state, and international events each year. This Frank Lloyd Wright-designed building is a treasured community asset that has far reaching economic, business and quality of life impacts. This facility is located in the heart of Madison's vibrant downtown on the shore of Lake Monona, two blocks from the State Capitol. Its spectacular multi-level structure features public promenades, meeting rooms with striking lake views, and the attached 240-room Hilton Madison Monona Terrace. In addition to 85,000 square feet of interior function space, gracing the rooftop are 68,000 square feet of gardens that may be reserved for events.  Meeting/exhibition space includes a 40,000 square foot exhibit hall, a 14,000 square foot ballroom, 315 seat lecture hall and 20 additional meeting rooms totaling 28,000 square feet.

This position plays a key role in creating a welcoming and inspiring experience for clients and visitors, contributing to a culture of innovation, strong communication, and workplace excellence. The role involves regular interaction with coworkers, the public, attendees, and clients and requires exceptional customer service, collaboration, and communication skills. This position is responsible administrative support work in the implementation and coordination of a variety of office functions. The work is carried out with a high level of independence and discretion, with the employee responsible for developing procedures, methods, and controls. Overall, the position operates under the general supervision of the Executive Director.

Employees may be eligible for loan forgiveness through the Public Service Loan Forgiveness Program.

Black, Indigenous, people of color, women, trans, nonbinary, and individuals with disabilities are encouraged to apply. We value the unique blend of lived experiences and diverse perspectives that comes from non-traditional education pathways and the variety of transferrable skills each candidate brings to the table. We value diversity, equity, inclusion, and belonging. Even if every item on the job posting doesn’t match your experience perfectly, we encourage you to apply and share how your skills and experience can best serve our community.

 

Examples of Duties and Responsibilities

Office Administration
 

• Provide executive assistance and manage day-to-day office operations.
• Organize presentation, meeting, and training materials (i.e. PowerPoint, handouts, supplies, etc.) for the Executive Director.
• Provide basic administrative support for other departments.
• Perform administrative services including development and implementation of budgetary documentation and fiscal controls and the supervision of office clerical activities. 
• Handle a variety of reception and clerical duties, including answering phones, data entry, maintaining the office space, managing records, and handling mail and errands. 
• Responsible for office supply purchasing, including Amazon, Staples, FedEx, etc.
• Ensure smooth daily operations and supports the broader team’s efficiency.
• Serve as the records custodian, maintaining accurate and organized documentation. 
• Coordinate and manage internal meetings, making sure schedules, agendas, and follow-up communications are handled efficiently. 
• Support staff committees and training including note taking and some minimal content creation.

Communication
 

• Handle both external and internal customer service-related communications to ensure clear and effective messaging. 
• Create and distribute internal alerts, announcements, and notifications to keep staff informed. 
• Manage external communications and build relationships with interested parties. 
• Update external electronic sign to display current events.
• Design, develop, and distribute the internal newsletter to keep employees engaged and up to date.

Legislation, Board, and City Committees
 

• Coordinate complex commission, committee, and/or board activities and provide administrative support to the Monona Terrace Board and its Subcommittees. 
• Manage communications with board members and prepare agendas and record meeting minutes. 
• Handle various legislative tasks on behalf of the board and management. 
• Provide expertise and guidance on open meetings law, open records law, resolutions, contract routing, etc.  
• Develop and maintain relationships with the board’s appointing authorities: City, County, State.

Perform related work as required.

Minimum Qualifications

Three (3) years of responsible administrative experience, which involved some independent responsibility for an office function or activity.

-OR-

• Two (2) years of experience in applying the following:
  • Office procedures, methods, and equipment; and
  • Computers and computer software applicable to the duties of the position, including basic proficiency with Microsoft Word, Excel and Outlook.
• Familiarity with elementary account posting, data processing input procedures, and financial procedures.

-OR-
 

Bachelor's degree from an accredited college or university.

-OR-

Associate's degree in a related field, such as administrative assistant, legal secretary, office management, etc.

The City of Madison strives to provide exceptional customer service to all its residents and visitors. Therefore successful candidates will have demonstrated ability to effectively work with multicultural communities.

For a complete list of the Knowledge, Skills, and Abilities, please see the class specification.

Special Requirements

Physical Requirements:

Work in this position is primarily sedentary, requiring the ability to sit/stand at a desk, work on a computer, and use a monitor for extended periods of time.